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"progress_notes": "Thursday, September 19, 2024
Have been scheduled for a few leadership team meetings (Parks & Library) to continue to get this information out there. PMs working individually after going through Equity Toolkit and/or CE Framework drafts on their own.
Receiving requests for specific training and reviews of draft plans ongoing
Thursday, August 29, 2024
Session 6 upcoming - going well
Session 3 completed - planning for Session 4 starting. Teaching & Learning groups assigned and are starting their group work.
Received feedback - will incorporate into second recording
Monday, July 8, 2024
Continued work on the script for this. Scheduled to do f/u work on July 15
Next Regional Engagers Meeting scheduled for 09/24/2024. Marcus Ford & Eunice Makinde previewing their NWPEDC presentation. More scheduled round robin and support.
Quarterly \"Regional Engagers\" meeting beginning 06/25/2024
Slow but steady progress on external contact sheet. Lots of organizations.
Ongoing relationship building - CEM still working on building contact sheet for Hillsboro CBOs
No updates - going into meeting this week to talk about CEM work plan, and if we will be using the MPOWER Envision Tool for this
Previously submitted TPS to IS around software and other tools possible for this. MPower/envision may be appropriate once fully implemented.
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"full": " Strategic Equity Plan ",
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"full": " Strategic Equity Plan ",
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"label": "1.18 During New Employee Orientation, inform and train new staff on translation services. And train all current staff on those services.",
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"target_date": "",
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},
{
"id": 279,
"label": "1.22 Invest in capacity, training, and programming to support inclusive services for those with disabilities.",
"full": "Cultural Arts Action Plan",
"state": "Active",
"status": "pending",
"progress": null,
"progress_notes": null,
"progress_notes_created": null,
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"is_past_due": false,
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},
{
"id": 280,
"label": "1.23 Create an EMS apprentice program to send Liberty Fire Science Program graduates to paramedic school, followed by hire as recruit firefighter",
"full": "Fire & Rescue’s Diversity and Workforce Development Program, Council Priority, NFA 2023 Summit",
"state": "Active",
"status": "pending",
"progress": null,
"progress_notes": null,
"progress_notes_created": null,
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"healthtextcolor": "auto",
"is_past_due": false,
"target_date": "",
"groups": []
},
{
"id": 258,
"label": "1.3 Provide DEI Trainings Boards and Commissions to Further Develop Skills Around DEI Topics",
"full": "Council Priorities: Racial Equity",
"state": "Active",
"status": "progress",
"progress": null,
"progress_notes": "",
"progress_notes_created": null,
"health": "#DDDDDD",
"class_type": "action",
"healthtextcolor": "auto",
"is_past_due": false,
"target_date": "",
"groups": []
},
{
"id": 259,
"label": "1.4 Provide DEI Trainings to Senior Leadership Team to Further Develop Skills Around DEI Topics",
"full": "",
"state": "Active",
"status": "progress",
"progress": null,
"progress_notes": "",
"progress_notes_created": null,
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"healthtextcolor": "auto",
"is_past_due": false,
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},
{
"id": 260,
"label": "1.5 Provide Ongoing DEI Topical Discussions to Further Develop Skills and Knowledge Around DEI Topics",
"full": "Council Priorities: Racial Equity",
"state": "Active",
"status": "progress",
"progress": null,
"progress_notes": "",
"progress_notes_created": null,
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"class_type": "action",
"healthtextcolor": "auto",
"is_past_due": false,
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},
{
"id": 579,
"label": "1.6 Bias Awareness Training Requirement for Interview Panelist",
"full": "",
"state": "Active",
"status": "pending",
"progress": null,
"progress_notes": null,
"progress_notes_created": null,
"health": "#DDDDDD",
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"is_past_due": false,
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},
{
"id": 261,
"label": "1.6 Bias Awareness Training Requirement for Interview Panelists",
"full": "Council Priorities: Racial Equity",
"state": "Active",
"status": "closed",
"progress": null,
"progress_notes": null,
"progress_notes_created": null,
"health": "#DDDDDD",
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"healthtextcolor": "auto",
"is_past_due": false,
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},
{
"id": 262,
"label": "1.7 Implement Equity Hiring Flow Assessment",
"full": "Council Priorities: Racial Equity",
"state": "Active",
"status": "pending",
"progress": null,
"progress_notes": null,
"progress_notes_created": null,
"health": "#DDDDDD",
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{
"id": 263,
"label": "1.8 Identifying focus areas and supporting the development of policies and actions that improve racial equity in institutional and organizational practices",
"full": "Council Priorities: Racial EquityIdentifying focus areas and supporting the development of policies and actions that improve racial equity in institutional and organizational practices including hiring, training, retention, and promotion and business practices such as contracting, procurement, and grant writing.",
"state": "Active",
"status": "progress",
"progress": null,
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{
"id": 264,
"label": "1.9 Explore, identify, and implement strategies to increase diversity in Hillsboro's public safety departments.",
"full": "Council Priorities: Public Safety, 2035 Community Plan + Partner Survey ResultsExplore, identify, and implement strategies to increase diversity in Hillsboro's public safety departments. Strategies should include increasing number of bilingual staff, hiring staff that reflects community demographics, and staff training for gender identity and cultural awareness. ",
"state": "Active",
"status": "progress",
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},
{
"id": 12,
"label": "Organizational Resiliency",
"full": "Future proof the organization to foster organizational sustainability.",
"state": "Active",
"status": null,
"progress": null,
"progress_notes": null,
"progress_notes_created": null,
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"class_type": "strategy_map",
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"groups": [
{
"id": 42,
"label": "Data Management",
"full": "",
"state": "Active",
"status": null,
"progress": null,
"progress_notes": null,
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{
"id": 89,
"label": "6.29 Complete Cybersecurity Framework",
"full": "",
"state": "Active",
"status": "pending",
"progress": null,
"progress_notes": null,
"progress_notes_created": null,
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},
{
"id": 90,
"label": "6.30 Ensure financial data is integrated into long-term asset lifecycle modeling",
"full": "",
"state": "Active",
"status": "pending",
"progress": null,
"progress_notes": null,
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{
"id": 91,
"label": "6.31 Implement the Records Management Program Governance Structure",
"full": "A critical component of the City’s Governance responsibilities, and the focus of ERM is what the industry characterizes as Information Governance (IG). IG is the specification of decision rights and an accountability framework to ensure appropriate behavior in the valuation, creation, storage, use, archiving and deletion of information. In other words, who makes what decisions (management) and who supports ERM components (IT, RM, Business Unit staff, etc.). It includes the processes, roles and policies, standards and metrics that ensure the effective and efficient use of information in enabling an organization to achieve its goals.",
"state": "Active",
"status": "progress",
"progress": null,
"progress_notes": "Monday, October 7, 2024
- Invites for the Kickoff meeting of the Asset Management Coordination committee sent for first meeting on 10/29 which will repeat every month.
- Invites for the kickoff meeting of the Records & Information Mangement Committee sent for meeting on 10/23.
- First Steering Committee meeting set for 1/9
- This item will be marked complete by the end of this month.
- Governance committee charters were reviewed by Directors and finalized on 8/19
- Notification was sent to all coordination charter members on 8/27 confirming their membership
- Invites for the first meeting of the coordination committees will be sent out the week of 9/16
- Notification was sent to the Steering Committee members on 9/3 confirming their membership
- invites for the first Steering Committee meeting will go out the week of 9/16
- Strategic Program initiative governance structure presented to Director's meeting on 8/1 for final review
- No objections were voiced so we will move forward with implementation immediately
- Governance committee charters will be sent out to Directors for membership review on 8/5 with two weeks allowed for feedback and comment
- Once charter review is complete, we will finalize membership and schedule first meetings
- Steering Committee will then be finalized, and the first meeting scheduled
- Peer Review complete on draft governance structure, and feedback incorporated.
- Presentation on agenda for 8/1/24 Director's meeting. If approved the committees will be established and we will hold the first meeting.
- Draft governance structure completed in April.
- In May draft was reviewed by IS leadership and Executive sponsor. Feedback incorporated into draft.
- Draft pushed out for peer review across departments.
- Presentation scheduled to Directors on 8/1/24. If approved the next step is to establish committees and hold first meeting.
Draft of a program governance structure has been drafted and is undergoing peer review before being presented to leadership for approval. Once approval has been received, we can recruit members for each of the governance groups and then we can implement.
An update on the climate planning process was presented to City Council at their July 2 work session.
Sector specific stakeholder workshops were conducted in Spring 2024 to bring together experts and influencers on strategies to include in the climate action plan to reduce GHG emissions.
Community Greenhouse Gas Inventory completed November 2023 and presented to City Council December 2023. This serves as the baseline data for the climate action plan in order to help define measures to reduce GHG emissions.
The Office of Sustainability can advise on strategies for reducing waste at City events as needed.
Robby issued memo to Department Directors on 4/26/24 outlining a new policy to reduce single-use disposable giveaway items (SWAG) branded by the City. The policy includes guidance on how to make sustainable choices and provides examples of items that comply.
Started, we'll develop a staff report/memo to wrap up the ARPA funding. We did complete an interview with both OIT's that were hired on the program and gathered input on program improvements.
- Project Manager is in place and onboarded.
- Business Analyst will start on 10/28.
- Change Manager has been put on indefinite hold.
- With the onboarding of the Business Analyst this item will be marked completed since the final position will not be filled.
- Project manager
- Start date is set for 9/10
- Business Analyst
- As of this date there have been 152 applications
- Prescreening was completed and we passed along 7 candidates to the first round of interviews conducted on 8/23 '
- 3 candidates were passed through to final round
- Final round interviews are scheduled for 9/9
- Change Manager
- Waiting for draft job description to be completed by HR.
- Project manager
- Offer extended to top candidate on Thursday 8/1
- Candidate accepted offer on 8/2
- Background and Reference checks are underway
- Tentative start date to be set week of 8/4
- Business Analyst
- Job posting went live on 7/23
- Job posting will end on 8/11
- As of this date there have been 76 applications
- Prescreening will start this week followed by detailed application review
- First round interviews are scheduled for 8/23
- Final round interviews are scheduled for 9/9
- Change Manager
- Waiting for draft job description to be completed by HR.
- Project manager
- First round interviews will be completed by 07/03/24.
- Second round will be completed by 7/19/24.
- Final round will be completed by 7/29/24.
- Business Analyst
- Waiting for draft of job posting to be completed by Recruiting.
- Change Manager
- Waiting for draft job description to be completed by HR.
- Project Manager
- Job posting went live at end of May and will end on 6/9.
- Application review and first round of interviews will happen in June.
- Business Analyst
- Job posting to go live in June, has been delayed by completion of the Comp Analysis
- Change Manager
- Working with HR to complete and approved job description
- Invites for the Kickoff meeting of the Asset Management Coordination committee sent for first meeting on 10/29 which will repeat every month.
- Invites for the kickoff meeting of the Records & Information Mangement Committee sent for meeting on 10/23.
- First Steering Committee meeting set for 1/9
- This item will be marked complete by the end of this month.
- Governance committee charters were reviewed by Directors and finalized on 8/19
- Notification was sent to all coordination charter members on 8/27 confirming their membership
- Invites for the first meeting of the coordination committees will be sent out the week of 9/16
- Notification was sent to the Steering Committee members on 9/3 confirming their membership
- invites for the first Steering Committee meeting will go out the week of 9/16
- Strategic Program initiative governance structure presented to Director's meeting on 8/1 for final review
- No objections were voiced so we will move forward with implementation immediately
- Governance committee charters will be sent out to Directors for membership review on 8/5 with two weeks allowed for feedback and comment
- Once charter review is complete, we will finalize membership and schedule first meetings
- Steering Committee will then be finalized, and the first meeting scheduled
- Peer Review complete on draft governance structure, and feedback incorporated.
- Presentation on agenda for 8/1/24 Director's meeting. If approved the committees will be established and we will hold the first meeting.
- Draft governance structure completed in April.
- In May draft was reviewed by IS leadership and Executive sponsor. Feedback incorporated into draft.
- Draft pushed out for peer review across departments.
- Presentation scheduled to Directors on 8/1/24. If approved the next step is to establish committees and hold first meeting.
Draft of Governance Structure has been completed is starting the review and approval process. On track to hit due date.
- The draft of this policy will be presented at the first Asset Management meeting to be held on 10/29 for approval.
- The approved draft will then be presented at the first meeting of the Steering Committee for approval on 1/09/25.
- If draft is approved at steering committee this item will be marked completed on 1/10//25.
- An executive summary has been written and reviewed by leadership to facilitate departmental communication
- The draft of the Asset Management policy will be presented to the first Asset management coordination committee for approval and recommendation to the Steering Committee
- The plan is to present this policy for approval at the first Steering Committee meeting
- Draft policy has been reviewed by Executive leadership and feedback has been incorporated.
- Last item is to complete an executive summary to improve communication to departmental staff
- This draft will be presented to the first Asset Management coordination committee for approval and recommendation to Steering Committee
- The plan is to present this policy for approval at the first Steering Committee meeting
- Policy draft completed peer review and feedback was incorporated.
- Policy currently under executive review.
- Once executive review is complete, it will be presented to the coordination committee for approval and recommendation to steering committee.
- Draft completed in May.
- Leadership review completed and feedback incorporated.
- Pushed out for Peer review in June and incorporate feedback.
- Next do Executive sponsor review and incorporate feedback.
- At that point, if the governance committees have been established then the Coordination Committee will review and if acceptable recommend to steering committee for approval.
- If approved, then we roll out to all departments.
Completed a uni-direction flushing (UDF) pilot project and implemented the full UDF program. Completed a flow management pilot project, and we are currently implementing the full flow management program project.
The training regarding the fleet policy has not yet been developed, but it is on the Sustainability work plan.
Sustainability anticipates developing a fleet policy training in 2024 that will include the City's no idling guidance.